Administrative Services Director

DEFINITION

Under administrative direction, to plan, direct, manage, organize, oversee, and evaluate the activities and operations of the Administrative Services Department including Finance and Human Resources / Risk Management.

The incumbent directs and administers the fiscal, personnel, and risk management operations of the City; coordinates assigned activities with other departments and outside agencies;

and provides highly responsible and complex administrative support to the City Manager.

EXAMPLES OF DUTIES

Plans, organizes, directs, and coordinates the financial, accounting, human resources, and risk management programs and activities of the City including payroll, accounts payable, accounts receivable, cash receipts, cashiering, general ledger, preparation of the annual budget, auditing, business licenses, parking permits and citations, animal licenses, employee recruitment, retention, orientation, and training, job classification and compensation, labor relations, performance management, personnel rules and policies, counseling and grievance procedures, employee benefits, affirmative action programs, coordination with the City’s risk pool, claims defense and settlement process, Worker’s Compensation, loss prevention and safety.

Manages the development and implementation of departmental goals, objectives, and priorities for each assigned service area.

In providing oversight to the Finance division, the incumbent reviews, evaluates, and makes recommended improvements to administrative and financial internal

• control systems and procedures; coordinates and / or prepares the preliminary and final budgets; manages the fiscal year end close process, oversees annual external audit and prepares the Annual Comprehensive Financial Report (ACFR);
• assist in directing debt issuance and administration; prepares revenue estimates, schedules, statements and data summaries related to budget preparation activities;

acts as technical advisor to the City Manager, City Council and

• department heads concerning financial proposals and programs; confers with other departments and governmental agencies regarding proposed or existing accounting projects or problems;
• confers with the City Manager on policies, programs, procedures and long-range capital improvement programs; establishes policies for accounting systems and procedures, classification of accounts and reporting of accounting information;

and develops and implements accounting systems and procedures.

• In providing oversight to the Human Resources / Risk Management division, the incumbent coordinates and / or administers implementation of the City’s adopted personnel and risk management policies;
• coordinates employee recruitment, selection, development, training, and job performance evaluation; assures that employee personnel files are maintained as required by law;
• manages the labor relations function, including the collective bargaining process, implementation of new contract provisions, and administering contract grievance procedures;
• provides for the effective administration of the City’s benefit plans; provides direction in classification and compensation studies;
• advises City Manager and Department Directors in handling employee grievances and conducts administrative investigations;
• provides for the effective administration of the City’s risk pool and the administration of general liability claims, workers’ compensation claims and the safety program;
• establishes risk control and financing methods to treat identifiable risks; effectively prepares reports related to personnel and loss prevention activities;
• acts as technical advisor to the City Manager, City Council and department heads concerning personnel and risk management proposals and programs;
• confers with other departments and governmental agencies regarding proposed or existing projects or problems; confers with the City Manager on policies, programs, and procedures;

establishes personnel and policies and procedures; and develops and implements risk management systems and procedures.

• Plans, directs, and coordinates, through subordinate level staff, the Administrative Services Department’s work plan; assigns projects and programmatic areas of responsibility;
• reviews and evaluates work methods and procedures; meets with key staff to identify and resolve problems; supervises professional, technical and clerical staff;
• coordinates audits by outside agencies and consultants; supervises the auditing of all purchase orders, bills, invoices, payrolls, demands or charges;
• examines and reviews contracts, agenda items, orders and other documents by which the City incurs financial obligations;
• prepares monthly and annual reports for the City Manager and the City Council; supervises the disbursement of all monies and the control of all expenditures within budget appropriations;
• directs the preparation of reports and correspondence; prepares talks, correspondence and reports related to areas of responsibility;
• determines major policies and plans long-range departmental programs; administers the training and evaluation programs for department personnel;
• represents the Administrative Services Department to other departments, elected officials, and outside agencies; coordinates assigned activities with those of other departments and outside agencies and organizations;
• maintains awareness of best practices and new trends pertaining to areas of responsibility and incorporates new developments as appropriate;

responds to and resolves difficult and sensitive citizen inquiries and complaints; and ensures compliance with relevant all Federal, State, and local laws.

QUALIFICATIONS GUIDELINES

Knowledge, Skills & Abilities :

• Knowledge of : operations, services, and activities of comprehensive finance, human resources, and risk management programs;
• modern principles, practices, methods and record keeping systems; principles and practices of auditing, financial control, personnel management and loss prevention;
• advanced principles and practices of program development and administration; fiscal operations and generally accepted governmental accounting principles;
• ordinances, resolutions and laws affecting municipal financial, human resources and risk management operations; principles and practices of municipal administration;
• purchasing, payroll and cash management operations; principles of public administration including general budgetary and human resources practices;
• principles and practices of data processing and its applicability to municipal operations; research methods and techniques;
• report preparation practices; principles of supervision, training, and performance evaluation; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases;

pertinent Federal, State, and local laws, codes, and regulations.

• Ability to : plan, organize, direct, coordinate and supervise the overall operations of the Administrative Services Department, including record keeping, control, internal auditing, disbursement of funds, payroll, purchasing and billing;
• ensure adherence to generally accepted accounting principles; analyze and interpret records and data; develop and administer departmental goals, objectives, and procedures;
• analyze and assess programs, policies, and operational needs and make appropriate adjustments; identify and respond to sensitive community and organizational issues, concerns, and needs;
• devise and implement new and improved operating and record keeping procedures and systems; prepare and control departmental budget and assist with the preparation and control of City budget;
• prepare accurate financial and statistical reports; make presentations before the City Council and other groups; supervise and train subordinate personnel;

delegate authority and responsibility; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience : Any combination of training and experience which would provide the required knowledge and abilities is qualifying.

A typical way to obtain this required knowledge would be :

Educational equivalent to graduation from an accredited college or university with a Bachelor’s degree in finance, accounting, human resources, public administration, business administration, or related field and five years of responsible professional experience, preferably with a governmental agency covering a wide-array of functions, and including at least two years in a supervisory or administrative capacity in the areas of municipal finance, budgeting, or human resources.

Possession of a Master’s Degree, SHRM-CP / SHRM-SCP or similar HR certification and / or a Certified Public Accountant’s certification is highly desirable.

Licenses / Certificates : Possession of a valid Class C California Driver’s License with a safe driving record is required and must be maintained as valid during the course of employment.

SUPPLEMENTAL INFORMATION

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment : Work is performed primarily in a standard office environment with some travel to different sites; incumbents may be required to work extended hours including evenings and weekends and may be required to travel outside City boundaries to attend meetings.

• Physical : Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time;
• to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and / or pull light to moderate amounts of weight;
• to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard;

to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision : See in the normal visual range with or without correction.

Hearing : Hear in the normal audio range with or without correction